Hammer's Heating & Cooling
HVAC Office Manager
Location: Pitt Meadows, BC.
Keep the Office Moving. Keep the Team Connected.
Hammer's Heating & Cooling is a growing residential and commercial HVAC company serving Pitt Meadows, Langley, and communities throughout the Fraser Valley. Since 2013, we have built our reputation by providing reliable service, quality workmanship, and honest customer care. Our team operates according to three core values: Communication, Professionalism, and Respect.
We are seeking an experienced HVAC Office Manager to manage the daily administrative activities that keep our customers supported and our field technicians moving efficiently. This is more than an administrative role. You will take ownership of the customer experience from the initial phone call through scheduling, service completion, invoicing, and payment follow-up.
The right candidate will be organized, dependable, and comfortable managing phone calls, leads, technician schedules, invoicing, and basic financial administration. Previous HVAC experience is helpful but not required. Experience coordinating technicians for an HVAC, plumbing, generator, construction, maintenance, or other service company would be highly valuable.
Key Responsibilities
- Answer incoming calls and respond professionally to customer inquiries.
- Capture inbound leads and convert qualified inquiries into booked appointments.
- Manage customer relationships from the initial call through service completion.
- Coordinate customer onboarding and service agreements.
- Address customer concerns and follow up until each issue is fully resolved.
- Dispatch technicians and coordinate daily service and installation schedules.
- Adjust schedules and routes as priorities change throughout the day.
- Triage emergency calls and prioritize urgent service appointments.
- Provide occasional after-hours support for urgent scheduling or dispatch needs.
- Use Jobber to schedule appointments, dispatch technicians, prepare invoices, and maintain customer records.
- Process emailed vendor receipts and bills in QuickBooks.
- Assign vendor expenses to the correct projects or expense categories.
- Complete monthly vendor statement reconciliations.
- Coordinate with accounting support to resolve expense or billing questions.
- Prepare customer invoices and maintain accurate accounts receivable records.
- Follow up on outstanding customer balances when necessary.
- Maintain organized administrative, financial, and customer files.
- Help improve office systems and procedures as the company grows.
Qualifications
- At least three years of experience in office management, administration, bookkeeping, or a related role.
- Previous responsibility for managing or coordinating daily office operations.
- Experience dispatching or scheduling field technicians is strongly preferred.
- HVAC, plumbing, construction, maintenance, or home-service industry experience is an asset but not required.
- Working knowledge of QuickBooks or comparable accounting software.
- Experience with invoicing, accounts receivable, vendor bills, and statement reconciliations.
- Experience with Jobber or another CRM or field-service management platform is an asset.
- Strong customer-service and relationship-building skills.
- Excellent organization and attention to detail.
- Ability to manage multiple responsibilities and changing priorities.
- Clear, professional written and verbal communication.
- Ability to work independently, solve problems, and follow through without close supervision.
Pay and Benefits
- Full-time, permanent employee position.
- Pay: CA$60,000 - CA$65,000 per year, based on experience.
- Dental care.
- Extended health care.
- Paid time off.
- Casual dress.
- Company events.
- Training and ongoing professional development.
- Opportunity for advancement as the company grows.
- Schedule: Monday to Friday, 8:00 a.m.-4:30 p.m., with occasional evening or weekend phone support for urgent dispatch needs.
Why Hammer's Heating & Cooling?
At Hammer's, great office management is recognized as an essential part of both the customer and employee experience. You will take ownership of an important position and have a direct impact on the company's daily efficiency and continued growth. You will work with a team that values organization, professional communication, and mutual respect. If you enjoy keeping people connected and making sure nothing falls through the cracks, you can build a rewarding future here.
Hammer's Heating & Cooling is an equal opportunity employer. We welcome applications from qualified candidates of all backgrounds and are committed to providing an inclusive and respectful workplace.
